Business Process Guide [AD034] Application Maintenance

Transcription

1 Student Administration - Admissions University of Nevada, Las Vegas Graduate College Business Process Guide [AD034] Application Maintenance DOCUMENT INFORMATION Module Author ereference Admissions and Recruitment Laurie Cantwell DOCUMENT HISTORY DATE BY ACTION PAGES Laurie Cantwell Final Draft Laurie Cantwell Approved Draft 16 <Document File Name and Path>

2 DOCUMENTATION REVIEW & APPROVAL FORM Review/Approval History REVIEW/APPROVAL HISTORY DATE REVIEWER/APPROVER POSITION ACTION Kara Takekawa Janine Barrett SME Graduate College Katie Collins Module Lead Audiences DOCUMENT PLAN DOCUMENT PLAN PRIMARY AUDIENCES Graduate College Admission Evaluators Front Office Staff SECONDARY AUDIENCES Graduate College Associate Deans Directors Associate Directors Assistant Directors Document Objectives: Enable end users to determine initial residency status for applicants Enable end users to use the PeopleSoft application to perform this process Provide the basis for End User Training Materials Document Media (check all that apply for final product) Bound paper copies MS Word file of Master Copy on secured drive PDF file on shared drive PDF file on Web Other: Copyright University of Nevada, Las Vegas and CedarCrestone, Inc. BPG Graduate College Application Maintenance Page i

3 Graduate Admission Application Maintenance Topic TABLE OF CONTENTS Page 1 Process Overview Where the Data for This Process Comes From Where the Data from This Process Goes Related Information Helpful Hints Application Maintenance Navigate to the Application Update Demographic Information Tab #1 Biographical Details Application Update Data Entry Tab #1 Biographical Details Tab #2 Regional Tab #3 Application Program Data Expected Outcomes BPG Graduate Application Maintenance Page ii

4 1 Process Overview Application maintenance is very similar to the application entry process, however, application maintenance typically involves checking data and making updates to a few select fields. There are several reasons why a user may be required to maintain or change an existing application. Reasons include, but are not limited to: An applicant updates their application for a future term (see policy below) Address/Phone number changes while applicants can do this in self-service, updating an applicant s personal data would require application maintenance An applicant changes program/plan An applicant withdraws an application Applicants may rollover their application up to one year from their original application. However, most application updates are made on a case by case basis Application updates, admission decisions and program/plan changes serve as the main reasons a user will be maintaining (updating) an application in PeopleSoft. As updates are entered, missing application items (such as new transcripts or test scores) are identified and checklist items are added as necessary. When updated applications are completed and all required checklist items have been identified, the applications are sent to an admissions evaluator for review. This Business Process Guide defines the steps required to manually update or change a non-degree seeking and degree seeking applicant. Users will be entering biographic/demographic information, application fee information, academic level, intended degree, and school information. Following application entry, users may proceed to other components to further build the application, including: Education pages Student Groups table Honors and Awards table Relationships table Residency table Test Score table Immunizations table 1.1 Where the Data for This Process Comes From Application Update Requests Individual requests for changes o Address changes 1.2 Where the Data from This Process Goes Application Evaluation Checklist component Communication component BPG Graduate Application Maintenance Page 1

5 2 Related Information PREREQUISITE/ASSUMPTION Training Class Security Search/Match Admit Term has been created PREREQUISITES AND ASSUMPTIONS DETAIL User has attended introductory PeopleSoft class. Need to define what this class is going to be, but I know it will be a prerequisite. User has been granted necessary security to enter application User can perform search/match process Admit Term is a required field, therefore the term to which the applicant is applying must be built in PeopleSoft. RELATED DOCUMENTS DOCUMENT NAME User Default Search/Match Test Results Student Groups Honors and Awards Relationships Residency Immunizations LOCATION OR LINK TO DOCUMENT KEY DEFINITIONS TERM/ACRONYM Effective Date Academic Career Academic Program Academic Plan Academic Sub-plan Created On date Checklist BPG NSHE DEFINITION The date on which the information on the page become active. A method of dating information in PeopleSoft Enterprise applications. Grouping of all academic work undertaken by a student that the school accumulates into a single student level (e.g. undergraduate, graduate, law, etc.). A student can have multiple careers. The entity in the university in which an academic plan is housed (e.g. department). The entity in the university to which a student applies, is admitted and graduates (e.g. degree program). An area of specialization within an academic plan (e.g. concentration, track) Date in which the application was created in PeopleSoft. This date is used to determine an applicant s eligibility to update. List of To Do items attached to an application to inform applicants of missing information and guide workflow. Business Process Guide Nevada System of Higher Education 2.1 Helpful Hints Refer to the User Default BPG to set user defaults to reduce keystrokes. o Graduate College Staff (those entering degree-seeking applications) BPG Graduate Application Maintenance Page 2

6 o User Defaults 1: Set Academic Institution, Career Group SetID, Facility Group SetID to UNLV1 and Academic Career to GRAD User Defaults 2: Set Application Center to GRAD, Campus to MAIN and Institution to UNLV1 User Defaults 4: Check Carry ID Graduate College Staff (those entering non-degree seeking applications) User Defaults 1: Set Academic Institution, Career Group SetID, Facility Group SetID to UNLV1 and Academic Career to GRAD User Defaults 2: Set Application Center to GRAD, Campus to MAIN and Institution to UNLV1 User Defaults 4: Check Carry ID In this Business Process Guide, a tab refers to the entire page, an area on a page with a brown bar along the top is referred to as a field. An area with a blue bar will be referred to as a table Tab Field Table BPG Graduate Application Maintenance Page 3

7 3 Application Maintenance 3.1 Navigate to the Application Step 1 Navigate to the Application Maintenance pages. Component Navigation (use the left hand navigation bar): Menu Application Maintenance Maintain Applications Your menu options may vary based upon your security setup. Step 2 There are several steps you can take to locate an applicant s record from this screen. 1. If you have an applicant s ID number, enter it into the ID field and click search. 2. If an applicant submitted a social security number on their application, enter their SSN in the National ID field and click search. 3. If the applicant has a name that is distinguishing, enter the first and last name in the Last Name and First Name field and click search. 4. If you have tried steps 1 3 and are still unable to locate the applicant s record, open a new window by clicking on the New Window link in the upper right hand of the screen. In the new window, Search for the applicant following instructions from the Search/Match BPG. BPG Graduate Application Maintenance Page 4

8 Step 3 Identify the application which you wish to update. Step 4 If you are updating an address, phone number or other bio/demographic information follow Section 4 to update that information. If you are entering data for an application update, navigate to Application Data page to determine an applicant s eligibility to update. An applicant may rollover their application up to one year from their original application. o o If the applicant is eligible to update, follow steps in Section 5 and update the application. If the applicant is not eligible to update do not make any changes to the application. You will send a New Application communication to the applicant following the instructions in the Communication BPG and add the New Application and Fee checklist item following instructions in the Checklist BPG. Please refer to the Communication and Checklist BPG to continue. If you are updating an applicant s Program Status follow steps in Section 6 BPG Graduate Application Maintenance Page 5

9 4 Update Demographic Information 4.1 Tab #1 Biographical Details The biographical details tab contains the basic biographic and demographic (bio/demo) information for applicants. You can update a variety of demographic information from the biographical details pages. Note: updates you make here will update the Personal Record not just the application. Updates to Biographical details are messaged across NSHE PeopleSoft instances. Therefore, it is important to follow NSHE policies regarding updating bio/demographic information. Refer to the Updating Bio/Demographic Data BPG for details regarding bio/dem updates. If you are only updating an applicant s Address, Phone or simply click are finished with the update.. You BPG Graduate Application Maintenance Page 6

10 5 Application Update Data Entry Applicants may update their application on a case by case basis. Applicants may rollover their application up to one year from their original application. The created on date indicates the date in which the applicant first applied. When an application is rolled over, the applicant is simply rolling their application (same program/plan combination) to a later semester. Therefore, program/plan does not change. To locate an applicant s original created on date, follow the directions in section 3.1. In addition, it is important to conduct a thorough search/match to ensure you are updating the correct application. Follow the directions in the Search/Match BPG for instructions regarding searching for an applicant. When updating an application, it is important to review biographical data. Follow the steps below to review bio/demographic information. If any changes need to be made, please refer to Section 4 for instructions. 5.1 Tab #1 Biographical Details The biographical details tab contains the basic biographic and demographic (bio/demo) information for applicants. If you are updating an applicant s file based on an Update form, it will be important to verify all the information on the biographical details tab is correct Component Navigation Menu Student Admissions Applicant Maintenance Maintain Applications Page: SCC_BIO_DEMO_PERS BPG Graduate Application Maintenance Page 7

11 Review the following fields for accuracy. 1. National ID 2. Address 3. Phone 4. If you are only updating any of the above fields, follow the instructions in Section 4 and then click. You are finished with this page. 5.2 Tab #2 Regional The regional data tab stores region-specific information for applicants, ethnicity and military status. This information is based on regulatory region (for UNLV that will always be United States) and is required for reporting purposes. Applicants filling out the Update Form do not have the option to change their ethnicity. Therefore, you may skip verifying information on this page. 5.3 Tab #3 Application Program Data The application program data tab stores program and plan (department and degree program) data for an application. Applications must be tied to a program and plan. From this page, program and plan information is added, edited and updated. Enrollment deposits can be generated and applicants can be matriculated from this page. This is the first tab that is tied to a specific application and not the BPG Graduate Application Maintenance Page 8

12 individual. Changes to this tab and the following two tables (Application Data and Application School/Recruiting) apply only to this specific application. In order to maintain a record of the applicant s history, you will be adding rows to change the applicant s program status rather than changing existing data page. Component Navigation Menu Student Admissions Applicant Maintenance Maintain Applications Page: ADM_APPL_PROG_ENT If you are entering an Admit Term change, follow the steps below to make the change to the applicant s record. 1. Add a Program Data row by clicking on the icon on the upper right corner of the Program Data table. 2. When you add a row, this will change to 1 of 2. The newest row should be #1 of 2.To ensure you are on the correct row, check the Program Action field and Effective Date field. Program Action should be blank and Effective Date should be the current date if you are on the correct row. BPG Graduate Application Maintenance Page 9

13 To view all the rows in the Program Stack, click the View All link at the top of the Program Data Bar. The following fields will be changed, updated or verified when you are entering information from an application update (rollover). 3. Program Action: Program action houses status information for the application. When you insert a new row, the Program Action field is blank because the system is assuming you want to update the status of this application. Updating Program Action is most commonly a two step process. First you must enter the action that indicates why we are changing their original Program Status. This is New Program Action (1) listed below. You will then need to follow steps 5 and 6 and add another row. This row is for New Program Action (2) which indicates the current status of the updated application. Follow the table below to determine what program actions you need to select for both rows row. Previous Program Action New Program Action (1) New Program Status (2) APPL- Applicant DATA - Data Change APPL - Applicant ADMT - Admit DEFR - Defer Enrollment APPL Applicant DENY - Deny TBD TBD ADRV - Admission Revocation Not eligible to update Not eligible to update WADM - Administrative Withdraw WAPP - Applicant Withdraw Not eligible to update TBD Not eligible to update BPG Graduate Application Maintenance Page 10

14 4. Action Reason: Select your evaluator code from the action reason look up table. Click on the magnifying glass icon to the right of the field. This will jump you to the list of pre-populated action reasons. Select the appropriate evaluator code. This will jump you back to the Application Program Data tab and populate the field with the appropriate code and description 5. Admit Term: The most common change made during an application update is to the intended entry term. The Admit Term field indicates the term to which applicant is applying. Click on the magnifying glass icon to the right of the field. This will jump you to the list of prepopulated admit terms. Click on the appropriate term. This will jump you back to the Application Program Data tab and populate the field with the appropriate code and description. a. Term codes are four digit codes that represent a combination of the century, year and term. The first number represents the century (1 = 20 th century, 2 = 21 st century, etc.), the second and third numbers represent the year in which the term falls (last two digits of the year) and the final number represents the actual term (Spring = 2 [February], Summer = 5 [May], Fall = 8 [August]). Example term codes are as follows: i = Summer of 1999 ii = Spring of 2008 iii = Fall Academic Program, Academic Plan, Sub-Plan: If changes need to be made to the program/plan, you may do so at this time. However, approval from a manger is required to make this change. Evaluation Link The evaluation link will take you to a page that tracks the evaluation status of the application. Typically this field will be populated automatically; however, it is important to know that evaluation status is tracked in PeopleSoft and how to manually set evaluation status. It will be a rare case that Evaluation Status will need to be changed manually. Therefore, the following instructions are purely informational in an Application Maintenance setting. To set an evaluation status, select the appropriate status from the pull-down menu. The effective date will default to today s date. Do not change the date. Click OK. This will jump you back to the Application Program Data tab. Evaluation Status Received In Progress Pre-evaluation Ready to Evaluate Committee Definition Application has been received and checklist items are being added Checklist items have been added to application and applicant is submitting required documents to complete checklist Checklist items are complete and evaluation codes are being identified and built The Graduate College is evaluating the application Graduate College evaluation complete and forwarded to the department for review BPG Graduate Application Maintenance Page 11

15 Decision Final Review Final Review Appeal Committee Admission decision has been made and verified - admit checklist is put on applications that have been admitted. Admit checklist is completed and application is ready for final review Full decision has been made, this is the endpoint for application evaluation Department recommendation received and being reviewed by Graduate College. Application decision is being appealed by the applicant. You are finished updating the application. Click. BPG Graduate Application Maintenance Page 12

16 6 Expected Outcomes Using this Business Process Guide, you should be able to obtain the following results: The user can fully update an applicant record. The application updated is ready for checklist items (either in batch or manually). BPG Graduate Application Maintenance Page 13